- In the previous chapter if you were following alongwe looked at ways to collaborate on a documentwith others by tracking changes,comparing different versions of the same document,even combining them into a new document.Well that's if you share your documentsthe old fashion way, sending out attachments.Meaning you have several copies of your document out therethat need to have changes tracked or compare.Another option is to share using the cloud,and by doing that many people can have accessto the same file at the same time.

Everybody updating and making changesand then you can choose whetheror not to accept or reject those.So that's what we're going to do.We are going to look at many different optionsfor sharing, beginning with the cloud or OneDrive.With you Microsoft account you get accessto some storage space in the cloud, in your ownpersonal OneDrive, you can buy more if you need it.But if I wanted to allow peopleto access this document simultaneouslyI would need to save it there and share it with themby sending out a link to the file.

And before we can share it,by sending it to OneDrive, we need to be connected.If I go up to the Word menu I see that I can sign out,which means I am signed in to my account.It can be a Windows Live account, a hotmail accounteven a SharePoint account.If you don't see sign out here,it means you're not logged in.So I'm going to sign out and show you how to get in.Once signed out, if I go up to Wordsure enough there's not sign out optionmeaning I'm not connected.That means if I go up to File, down to Shareand invite people to share this documentit's going to say I need to save it to the cloud first.

Clicking save to cloud opens up the Save As window,same as going to File and Save As.And notice I don't have any options online,I can only save to my Mac.But here's how you get connected.Click the plus sign and you'll see sign in optionsfor OneDrive, that's the cloudor even SharePoint if you have that.Let's click sign into the cloud.I'm going to use my hotmail address,which is used just for these purposes.And when I click Next, I'll be prompted for my password.Now if you're already signed in and you'renot quite sure how it happened,it could've happened when you installedMicrosoft Office and you provided your account information,got you connected to your OneDrive.

You can see I've been using mine.And I have some folders, under recent folders.There they are over here with OneDrive selected.And if I wanted to put this filein one of those folders I'm ready to save it,or I can create a new folder, which I'd like to do.I'm going to call this one Press Releasesand click create.Now this is going to create a specific folderwhere I might want to share files that are press releases.So if I click Press Releases it's the one thatI'm going to be saving to now when I save this file,LH Press Release final.

I'm going to click after final, add an underscoreand type in OneDrive, just so when we see itup at the top we know it's the one that on OneDrive.Alright, all I need t do now is click Save and nowthat it has been saved to the cloud I can share it.I can do that by going to File, we saw this earlier.Down to Share, there's invite people, it'll send a linkvia email or I might want to create my own emailin my own email program and just copy and paste the link.

Here's the two copy options to view onlyor view and edit and then I paste that into my email.The other two are options that involve sending copiesof you documents as attachments,either as a Word document or a PDF.We want to invite people, so we can do that from hereor I prefer to go up to the top right cornerand click the share icon because I see those options,but I also see who I'm sharing with,in this case just myself the owner.Let's go to invite people, click there.

We can type in names and email addressesmultiple people if we wanted to.I'm just going to share it with Karen Leslie.And if she's going to be able to editI need to make sure that this is checked off, Can Edit.Otherwise it's giving people accessto view my document only.So it is checked off, I can click share.And a message goes out to Karen Leslie.So lets switch over to her,in a different environment who's receiving an email fromDavid Rivers shared a document.Clicking the email opens it upand there's the link to the file itself.

Notice my message, "Please editas you see fit" is there as well.So clicking this link is going to open upanother tab here, in her default browser.And you can see Word Online is trying to launch here,but to edit the document she needs to clickEdit Document and choose whether or not it'sgoing to be in Word right here in the browserusing Word Online, these two are pretty much the same.So I'm going to choose Edit in Word Onlineand click continue.

Word Online opens up with, there's the document right there.Now she's working on this document.Let's just go down and make a change.I'm going to click and drag over some content here.I can see that David Rivers is editing too,that shows up just briefly, I'm going to bold that.This is Karen working on the documentwhich is stored in OneDrive.Now if we go back to David Riverswho's working in Word on the Mac here.Notice that the icon has changed, the sharing iconto a two, clicking it shows that,Karen Leslie is also editing this document.

So there can be multiple peopleworking on this document at the same time.My save icon has just changed to a sync save icon,clicking this allows me see any changes that have been made,including that bolding down below.So where do you just access to all of these files,well you can just go into your browserand go to OneDrive.com and log inwith the same credentials you used in Microsoft Wordto get access to your files.So if I go over to, for example the refresh buttonto see any new folders that might have been created.

There's press releases, give it a click.I'm going to see that file, there it is right there.I can open it from here online as well.That's the other advantage to using OneDrive.Suddenly you have access to your documentnot just from Word on the Mac but from anyof you mobile devices as well.You can work on them using Word Onlineright in your browser, that's a cool feature.I'm going to switch back to Microsoft Word now.If I'm done sharing I can go up here,go down to the person I shared with,right click and stop sharing with that person.

So by stopping the sharing part of that documentand I can do it with anybody else, except myself,I am the owner of this document.I now have full access to it if I'vestopped sharing with others.So I've gotten their input, they had accessto it simualtaniously and now it's my document againbecause I stopped sharing.And of course I can do that fromOne Drive right in my browser as well.But that's probably one of themost popular ways to share.Remember you get some free space,your own personal OneDrive with your Microsoft account.

It's a good idea to use that.

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Author

Released

8/7/2015

Learn how to create, format, and print a wide variety of documents in Microsoft Word for Mac 2016. Author David Rivers covers creating new documents from templates and scratch, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. He'll also show how to share documents with others and speed up your workflow with macros.